Supplier payment

Background

In March 2011, under the government's commitments to the National Recovery Plan 2011 - 2014 and the EU/IMF Programme of Support for Ireland, the payment period in relation to valid invoices was reduced, on a voluntary basis, from 30 to 15 calendar days with effect from 1st July 2011.

The 15 day period commences from the day on which a valid invoice is received by Accounts Payable Section, Finance Department.

Late payment interest continues to be payable under the terms of the Prompt Payment of Accounts Act 1997 and Late Payment in Commercial Payment Regulations 2012 in relation to any payments made after 30 days from receipt of a valid invoice.

Clare County Council endeavours to implement the government's voluntary 15 day prompt payment rule by:

• Monitoring our payment system continuouly to ensure that payments are processed in a timely manner.
• Ensuring that we have a system in place to deal with disputes or queries efficiently within 10 days.
• Fostering good relationships with our suppliers and providing contact details for dealing with staff.
• Giving clear guidance to suppliers on their role in ensuring timely payment of invoices.

Payment methods

Clare County Council pays its suppliers by means of Electronic Funds Transfer (EFT).

All suppliers must fully complete a supplier setup form and return it to Agresso Support, Finance Department in hard copy or by email to agressosupport@clarecoco.ie.

Tax compliance

We require all suppliers to be tax compliant and to furnish details in relation to same when requested.

What is a valid invoice?

Clare County Council will only pay original valid invoices received from a supplier (hard or soft copy or e-Invoice).  We do not pay on the basis of statements, copy invoices or altered invoices and they must be addressed to Clare County Council. To be considered valid an invoice must contain a unique invoice number and must also quote a purchase order, which will be given to the supplier at the time the goods/services are ordered.

Invalid invoices

Should an invoice fail to comply with the above requirements it will be deemed invalid and will be returned to the supplier with a notification identifying the reason for return.

Invoices received which do not quote a valid purchase order number will be immediately returned to the supplier without being processed.

Role of our suppliers

Please ensure the following details are provided on all invoices submitted:

• The name of the business or company you represent
• Unique invoice number
• Valid Purchase Order number
• Point of contact details of the requisitioning section within Clare County Council
• The date of the invoice
• The amount of the invoice (including VAT where applicable)
• The invoice address which must be addressed to Clare County Council
• A description of the goods or services

Clare County Council will only pay invoices once the goods and/or services have been received. Copy of proof of delivery (delivery docket where applicable) should be forwarded to the requisitioning section of the council before an invoice is submitted.

The supplier should communicate with the requisitioning section to ensure that goods/services have been received and in order for payment prior to submitting an invoice.

Valid invoices should be submitted in hard copy to Accounts Payable and not to individual sections within the council from which orders originate.

How we deal with disputed invoices or seek clarification

You will be contacted directly by the requisitioning section in the council setting out the following details:

• • The date and the invoice number that the dispute is related to
  • The amount in dispute
  • The nature and reason for the dispute
  • Any supporting documentation available.

Contacts

If you have any queries in relation to your invoice after it has been submitted please contact Accounts Payable directly.

Queries in relation to purchase order numbers should be directed to the section of the council who requisitioned the order.

Complaints

As a supplier to Clare County Council, if you are not happy with the quality of the service you have received or wish to complain about a late payment received, you should contact us directly. We welcome all feedback and will deal with your communication in a timely and confidential manner.